REQUEST FOR PROPOSAL

For: Human Resources Consulting Services

The Rhode Island Commerce Corporation (Corporation) is soliciting a Request for Proposal from
firm or firms qualified to provide Human Resource (HR) Consulting Services.

Project Overview
Responses are requested from companies capable of providing the Corporation and its staff with
Human Resources Consulting Services. Upon review of the proposals, the Corporation will make
a final decision as to which specific services will be performed and the timeline of performance.
The specific services are listed in the Scope of Work.

Background
The Corporation has approximately 59 full-time employees. The HR duties are managed by the
Human Resources Manager. The Human Resources Manager’s function is to oversee the day-to-
day activities within the organization including payroll.

Scope of Work
Below is a list of specific services that may be sought by the Corporation.
1. Human Resource Audit. Overall assessment of the HR tasks that should be completed by a
quasi-state governmental agency with less than 100 employees.

2. HR Compliance Reviews
a. Personnel Files
b. Job Descriptions
c. Job classifications (Exempt vs Non-Exempt Status)
d. Mandatory training needs, such as unlawful harassment

3. Employee Recruitment Process

a. Advertising
b. Screening
c. Interviewing and background checks
d. Hiring
e. Orientation

4. Employee Relations
a. Identifying and mitigating personnel issues
b. Conflict management training and on-going guidance
 c. Disciplinary process: How? Who? consistency
d. Personnel policies review
e. Job title review and promotion process
f. Employee satisfaction surveys
g. Employee Assistance Program
h. Termination and exit interviews

6. Benefits Package Review

a. Competitiveness
b. Comparison to quasi-public agencies

7. Training and Organizational Development

a. Team building
b. Customer service
c. Conflict management
d. Management & supervisory skills
e. Competency building (learning new skills)
f. Coaching & Counseling
g. Online education and training opportunities
h. Personal development topics
i. Listening skills
j. Time management
k. Diversity management
l. Long-term HR considerations
i. Succession Planning
ii. Contingency/Emergency Planning and Process

Also, for each of the specific projects or services listed, please provide:
a) A short description of how you would seek a solution for the specific issue
b) The staff from your firm who would be assigned to this project
c) An estimated timeline (assume a April 2018 start date) to complete each task
d) The estimate billing rate or fee that would be applicable to each service

In addition to showing how you will meet the requirements outlined above, Proposers should
also provide information regarding the following:

• Provide an overview of how you meet all State & Federal rules and regulations
• Provide an overview of how you define Best Practice solutions and recommendations

The successful Proposer(s) will enter into a contract for services with the Corporation. The
duration of the initial contract between the Corporation and the successful Proposer is expected
to begin upon the date of contract approval.
Budget
• Provide the Firm’s fee structure, including appropriate “rate sheets.”
• A total, maximum price to accomplish all the work described in Scope of Work.
• A budget and fee structure for each category/task/subtask.
• Provide fee structure for services outside the Scope of Work.

Budget should include account management fees, out-of-pocket expenses. Travel to and
from the Corporation offices, and the costs associated with it, will be the responsibility of
the Proposer. However, the Corporation reserves the right to adjust both the budget and
related services.

EVALUATION CRITERIA
Points
OVERALL EXPERIENCE OF COMPANY & QUALIFICATIONS OF 30
PERSONNEL
Our evaluation will include an assessment of the history of your company, your
experience as it relates to the requirements within this RFP, evidence of past
performance, quality and relevance of past work, references; as well as an assessment of
the qualifications & experience of your managerial team, staff, subcontractors, and
related items
LOCATION 5
Preference will be given to Rhode Island based companies
STRATEGIC THINKING/PLANNING APPROACH 25
Overall approach and strategy described/outlined in the proposal and firm capacity to
perform the engagement within the specified timeframe (prior experience of the firm in
meeting timelines will be factored in here)
BUDGET APPROACH/COST EFFECTIVENESS 40
Effective and efficient delivery of quality services is demonstrated in relation to the
budget allocation. The allocation is reasonable and appropriate.
Total 100
MBE/WBE/DisBE Participation (additional potential points) 6 pts

Designated Corporation staff or selected advisors will evaluate the written proposals. The
Corporation may at any time during the evaluation process seek clarification from Proposers
regarding any information contained within their proposal. Final scores for each Proposer will
reflect a consensus of the evaluations.

Any attempt by a Proposer to contact a member of Corporation staff or selected advisors outside
the RFP process, in an attempt to gain knowledge or an advantage, may result in disqualification
of Proposer.
ISBE Participation Evaluation (see below for scoring)

a. The Rhode Island Commerce Corporation encourages MBE/WBE/DisBE

participation in this Request. In accordance with Title 37, Chapter 14.1, and Title
37, Chapter 2.2 of the Rhode Island General laws, the Corporation reserves the
right to apply additional consideration to MBE/WBE/DisBE up to six (6)
additional points in the scoring evaluation as provided below:

b. Calculation of ISBE Participation Rate

i. ISBE Participation Rate for Non-ISBE Vendors. The ISBE participation
rate for nonISBE vendors shall be expressed as a percentage and shall be
calculated by dividing the amount of non-ISBE vendor’s total contract
price that will be subcontracted to ISBEs by the non-ISBE vendor’s total
contract price. For example, if the non-ISBE’s total contract price is
$100,000.00 and it subcontracts a total of $12,000.00 to ISBEs, the non-
ISBE’s ISBE participation rate would be 12%.
ii. ISBE Participation Rate for ISBE Vendors. The ISBE participation rate
for ISBE vendors shall be expressed as a percentage and shall be
calculated by dividing the amount of the ISBE vendor’s total contract
price that will be subcontracted to ISBEs and the amount that will be
self-performed by the ISBE vendor by the ISBE vendor’s total contract
price. For example, if the ISBE vendor’s total contract price is
$100,000.00 and it subcontracts a total of $12,000.00 to ISBEs and will
perform a total of $8,000.00 of the work itself, the ISBE vendor’s ISBE
participation rate would be 20%.
c. Points for ISBE Participation Rate:
i. The vendor with the highest ISBE participation rate shall receive the
maximum ISBE participation points. All other vendors shall receive
ISBE participation points by applying the following formula:

(Vendor’s ISBE participation rate ÷ Highest ISBE participation rate X Maximum ISBE
participation points)

For example, assuming the weight given by the RFP to ISBE participation is 6 points, if Vendor
A has the highest ISBE participation rate at 20% and Vendor B’s ISBE participation rate is 12%,
Vendor A will receive the maximum 6 points and Vendor B will receive (12% ÷ 20%) x 6 which
equals 3.6 points.

See Appendix A for information and the MBE, WBE, and/or Disability Business Enterprise
Participation Plan form(s). Bidders are required to complete, sign and submit these forms with
their overall proposal in a sealed envelope. Please complete separate forms for each MBE, WBE
and/or Disability Business Enterprise subcontractor/supplier to be utilized on the solicitation
Instructions and Notifications to Proposers

1. Potential proposers are advised to review all sections of this RFP carefully and to follow
instructions completely, as failure to make a complete submission as described elsewhere herein
may result in rejection of the proposal.

2. Alternative approaches and/or methodologies to accomplish the desired or intended results of

this procurement are solicited. However, proposals that depart from or materially alter the terms,
requirements, or scope of work defined by this RFP will be rejected as being non-responsive.

3. All costs associated with developing or submitting a proposal in response to this RFP, or to
provide oral or written clarification of its content, shall be borne by the proposer. The
Corporation assumes no responsibility for such costs.

4. Proposals are considered to be irrevocable for a period of not less than 120 days following the
date set for submission of proposals.

5. All pricing submitted will be considered to be firm and fixed unless otherwise indicated
herein.

6. Proposals misdirected to other locations, or that are otherwise not present at the Rhode Island
Commerce Corporation by the submission deadline for any cause will be determined to be late
and will not be considered. For the purposes of this requirement, the official time and date shall
be that of the time clock in the reception area of the Rhode Island Commerce Corporation.

7. All proposals should identify the proposed team of professionals, including those employed by
subcontractors, if any, along with respective areas of expertise and relevant
credentials. Proposers should also provide a delineation of the portion of the scope of work for
which each of these professionals will be responsible.

8. All proposals should include the proposer’s FEIN or Social Security number as
evidenced by a W9, downloadable from www.purchasing.ri.gov.

9. All proposals must include a completed RFP Response Certification Cover Form, included in
this document.

10. The purchase of services under an award made pursuant to this RFP will be contingent on the
availability of funds and made at the discretion of the Corporation.

11. Awarding this RFP is based on the Evaluation Criteria set forth in this RFP. Vendors are
advised, however, that all materials and ideas submitted as part of this proposal and during the
performance of any award shall be the property of and owned by the Corporation, which may use
any such materials and ideas.

12. Interested parties are instructed to peruse the Corporation’s website (www.commerceri.com)
on a regular basis, as additional information relating to this solicitation may be released in the
form of an addendum to this RFP. Addenda will also be posted to the Rhode Island State
Division of Purchases’ website at www.purchasing.ri.gov.
13. Equal Employment Opportunity (R.I. Gen. Laws § 28-5.1-1, et seq.) – § 28- 5.1-1
Declaration of policy – (a) Equal opportunity and affirmative action toward its achievement is
the policy of all units of Rhode Island state government, including all public and quasi-public
agencies, commissions, boards and authorities, and in the classified, unclassified, and non-
classified services of state employment. This policy applies to all areas where State dollars are
spent, in employment, public services, grants and financial assistance, and in state licensing and
regulation.

14. In accordance with Title 7, Chapter 1.2 of the General Laws of Rhode Island, no corporation
organized under the laws of another state or country shall have the right to transact business in
Rhode Island until it shall have procured a Certificate of Authority to do so from the Rhode
Island Secretary of State (401-222-3040). This is a requirement only of the successful agency.

15. The Corporation encourages MBE/WBE/DisBE participation in this solicitation. In

accordance with Title 37, Chapter 14.1, and Title 37, Chapter 2.2 of the General Laws of Rhode
Island, the Corporation reserves the right to apply additional consideration to offers, and to direct
awards to bidder’s other than the responsive bid representing the lowest price where:
1. The offer is fully responsive to the terms and conditions of the Request;
2. Firms with MBE/WBE/DisBE participation may to receive up to six (6) extra
points in the scoring evaluation.
3. The firm making the offer has been certified by the R.I. Department of
Administration to be a small business concern meeting the criteria established to
be considered a MBE/WBE/DisBE. For further information, visit the website
www.mbe.ri.gov.

16. The Corporation reserves the right to award to one or more Proposers.

Proposal Requirements
In order to be considered responsive, proposals must at a minimum contain the following:

Technical Proposal Elements

1. Description of the proposed approach and work plan. Activities and timelines should be
specific, measurable, achievable, realistic, and time-oriented. Include a timeline of major
tasks and milestones.

2. Person who will be the primary point of contact with the Rhode Island Commerce
Corporation.

3. Qualifications of the respondent to provide the requested services including capability,

capacity, similarly complex projects and related experience and client references.
Certification of availability of individuals in proposal.
 4. A listing of the staff to be assigned to this engagement and their respective qualifications,
past experience on engagements of this scope including resumes, and their role in those
past engagements.

Proposal Submission
Responses to this RFP are due by Wednesday, February 28, 2018 by 2:00pm. One (1)
electronic (PDF) version on thumb drive or disk and five (5) printed copies of the complete
proposal must be mailed or hand-delivered in a sealed envelope marked:

Rhode Island Commerce Corporation

Attention: Human Resources Consulting RFP
315 Iron Horse Way, Suite 101
Providence, RI 02908

Note: No phone calls and late responses will be accepted and responses received via
electronic submission only will be disqualified.

Questions, interpretations, or clarifications concerning this RFP should be directed by e-mail to

jeanine.lucia@commerceri.com no later than 4:30 pm on Thursday, February 15, 2018.
Responses to questions, interpretations, or clarifications concerning this RFP will be posted
online via addendum at www.commerceri.com and www.purchasing.ri.gov on Monday,
February 19, 2018 to ensure equal awareness of important facts and details.

The Rhode Island Commerce Corporation reserves the right to terminate this solicitation prior
to entering into any agreement with any qualified firm pursuant to this Request for Proposal, and
by responding hereto, no firms are vested with any rights in any way whatsoever.

Rhode Island Commerce Corporation reserves the right to reject any or all proposals for not
complying with the terms of this RFP.
 Rhode Island Commerce Corporation

RFP RESPONSE CERTIFICATION COVER FORM

Instruction: To fulfill your RFP response, this form must be completed, printed, signed and
included with your submission.

SECTION 1 - RESPONDENT INFORMATION

RFP Number:

RFP Title:

RFP Respondent Name:

Address:

Telephone:

Fax:

Contact Name:

Contact Title:

Contact Email:
SECTION 2 —DISCLOSURES
RFP Respondents must respond to every statement. RFP Responses submitted without a
complete response may be deemed nonresponsive.

Indicate “Y” (Yes) or “N” (No) for Disclosures 1-4, and if “Yes,” provide details below

____ 1. State whether the Respondent, or any officer, director, manager, stockholder, member, partner, or other owner or principal of the
Respondent or any parent, subsidiary, or affiliate has been subject to suspension or debarment by any federal, state, or municipal governmental
authority, or the subject of criminal prosecution, or convicted of a criminal offense within the previous 5 years. If “Yes,” provide details below.

____ 2. State whether the Respondent, or any officer, director, manager, stockholder, member, partner, or other owner or principal of the
Respondent or any parent, subsidiary, or affiliate has had any contracts with a federal, state, or municipal governmental authority terminated for
any reason within the previous 5 years. If “Yes,” provide details below.

____ 3. State whether the Respondent, or any officer, director, manager, stockholder, member, partner, or other owner or principal of the
Respondent or any parent, subsidiary, or affiliate has been fined more than $5000 for violation(s) of any Rhode Island environmental law(s) by
the Rhode Island Department of Environmental Management within the previous 5 years. If “Yes,” provide details below.

____ 4. State whether any officer, director, manager, stockholder, member, partner, or other owner or principal of the Respondent is serving or
has served within the past two calendar years as either an appointed or elected official of any state governmental authority or quasi-public
corporation, including without limitation, any entity created as a legislative body or public or state agency by the general assembly or constitution
of this state.

Disclosure details (continue on additional sheets if necessary):

 SECTION 3 —OWNERSHIP DISCLOSURE
Respondents must provide all relevant information. Respondent proposals submitted without a complete response may be
deemed nonresponsive.

If the Respondent is publicly held, the Respondent may provide owner information about only those stockholders, members, partners, or other
owners that hold at least 10% of the record or beneficial equity interests of the Respondent; otherwise, complete ownership disclosure is required.

List each officer, director, manager, stockholder, member, partner, or other owner or principle of the Respondent, and each intermediate parent
company and the ultimate parent company of the Respondent. For each individual, provide his or her name, business address, principal
occupation, position with the Respondent, and the percentage of ownership, if any, he or she holds in the Respondent, and each intermediate
parent company and the ultimate parent company of the Respondent.

SECTION 4 —CERTIFICATIONS
Respondents must respond to every statement. Responses submitted without
a complete response may be deemed nonresponsive.

Indicate “Y” (Yes) or “N” (No), and if “No,” provide details below.

THE RESPONDENT CERTIFIES THAT:

____ 1. The Respondent will immediately disclose, in writing, to the Rhode Island Commerce Corporation any potential conflict of interest which
may occur during the term of any contract awarded pursuant to this solicitation.

____ 2. The Respondent possesses all licenses and anyone who will perform any work will possess all licenses required by applicable federal,
state, and local law necessary to perform the requirements of any contract awarded pursuant to this solicitation and will maintain all required
licenses during the term of any contract awarded pursuant to this solicitation. In the event that any required license shall lapse or be restricted or
suspended, the Respondent shall immediately notify the Rhode Island Commerce Corporation in writing.

____ 3. The Respondent will maintain all required insurance during the term of any contract pursuant to this solicitation. In the event that any
required insurance shall lapse or be canceled, the Respondent will immediately notify the Rhode Island Commerce Corporation in writing.

____ 4. The Respondent understands that falsification of any information in its RFP response or failure to notify the Rhode Island Commerce
Corporation of any changes in any disclosures or certifications in this Respondent Certification may be grounds for suspension, debarment, and/or
prosecution for fraud.

____ 5. The Respondent has not paid and will not pay any bonus, commission, fee, gratuity, or other remuneration to any employee or official of
the Rhode Island Commerce Corporation or the State of Rhode Island or any subdivision of the State of Rhode Island or other governmental
authority for the purpose of obtaining an award of a contract pursuant to this solicitation. The Respondent further certifies that no bonus,
commission, fee, gratuity, or other remuneration has been or will be received from any third party or paid to any third party contingent on the
award of a contract pursuant to this solicitation.

___ 6. This RFP response is not a collusive RFP response. Neither the Respondent, nor any of its owners, stockholders, members, partners,
principals, directors, managers, officers, employees, or agents has in any way colluded, conspired, or agreed, directly or indirectly, with any other
Respondent or person to submit a collusive response to the solicitation or to refrain from submitting response to the solicitation, or has in any
manner, directly or indirectly, sought by agreement or collusion or other communication with any other Respondent or person to fix the price or
prices in the response or the response of any other Respondent, or to fix any overhead, profit, or cost component of the price in the response or
the response of any other Respondent, or to secure through any collusion, conspiracy, or unlawful agreement any advantage against the Rhode
Island Commerce Corporation or the State of Rhode Island or any person with an interest in the contract awarded pursuant to this solicitation.
The price in the response is fair and proper and is not tainted by any collusion, conspiracy, or unlawful agreement on the part of the Respondent,
its owners, stockholders, members, partners, principals, directors, managers, officers, employees, or agents.

____ 7. The Respondent: (i) is not identified on the General Treasurer’s list created pursuant to R.I. Gen. Laws § 37-2.5-3 as a person or entity
engaging in investment activities in Iran described in § 37-2.5-2(b); and (ii) is not engaging in any such investment activities in Iran.
____ 8. The Respondent will comply with all of the laws that are incorporated into and/or applicable to any contract with the Rhode Island
Commerce Corporation.

Certification details (continue on additional sheet if necessary):

Submission by the Respondent of a response pursuant to this solicitation constitutes an offer to contract with
the Rhode Island Commerce Corporation on the terms and conditions contained in this solicitation and the
response. The Respondent certifies that: (1) the Respondent has reviewed this solicitation and agrees to comply
with its terms and conditions; (2) the response is based on this solicitation; and (3) the information submitted in
the response (including this Respondent Certification Cover Form) is accurate and complete. The Respondent
acknowledges that the terms and conditions of this solicitation and the response will be incorporated into any
contract awarded to the Respondent pursuant to this solicitation and the response. The person signing below
represents, under penalty of perjury, that he or she is fully informed regarding the preparation and contents of
this response and has been duly authorized to execute and submit this response on behalf of the Respondent.

RESPONDENT

Date:_________________ ______________________________________________
Name of Respondent

______________________________________________
Signature in ink

______________________________________________
Printed name and title of person signing on behalf of Respondent
 APPENDIX A
PROPOSER ISBE RESPONSIBILITIES AND MBE, WBE, AND/OR DISABILITY
BUSINESS ENTERPRISE PARTICIPATION FORM

A. Proposer’s ISBE Responsibilities (from 150-RICR-90-10-1.7.E)

1. Proposal of ISBE Participation Rate. Unless otherwise indicated in the RFP, a Proposer
must submit its proposed ISBE Participation Rate in a sealed envelope or via sealed
electronic submission at the time it submits its proposed total contract price. The Proposer
shall be responsible for completing and submitting all standard forms adopted pursuant to
105-RICR-90-10-1.9 and submitting all substantiating documentation as reasonably
requested by either the Using Agency’s MBE/WBE Coordinator, Division, ODEO, or
Governor’s Commission on Disabilities including but not limited to the names and contact
information of all proposed subcontractors and the dollar amounts that correspond with
each proposed subcontract.

2. Failure to Submit ISBE Participation Rate. Any Proposer that fails to submit a proposed
ISBE Participation Rate or any requested substantiating documentation in a timely manner
shall receive zero (0) ISBE participation points.

3. Execution of Proposed ISBE Participation Rate. Proposers shall be evaluated and scored
based on the amounts and rates submitted in their proposals. If awarded the contract,
Proposers shall be required to achieve their proposed ISBE Participation Rates. During
the life of the contract, the Proposer shall be responsible for submitting all substantiating
documentation as reasonably requested by the Using Agency’s MBE/WBE Coordinator,
Division, ODEO, or Governor’s Commission on Disabilities including but not limited to
copies of purchase orders, subcontracts, and cancelled checks.

4. Change Orders. If during the life of the contract, a change order is issued by the Division,
the Proposer shall notify the ODEO of the change as soon as reasonably possible.
Proposers are required to achieve their proposed ISBE Participation Rates on any change
order amounts.

5. Notice of Change to Proposed ISBE Participation Rate. If during the life of the contract,
the Proposer becomes aware that it will be unable to achieve its proposed ISBE
Participation Rate, it must notify the Division and ODEO as soon as reasonably possible.
The Division, in consultation with ODEO and Governor’s Commission on Disabilities,
and the Proposer may agree to a modified ISBE Participation Rate provided that the
change in circumstances was beyond the control of the Proposer or the direct result of an
unanticipated reduction in the overall total project cost.

B. MBE, WBE, AND/OR Disability Business Enterprise Participation Plan Form:

Attached is the MBE, WBE, and/or Disability Business Enterprise Participation Plan form. Bidders
are required to complete, sign and submit with their overall proposal in a sealed envelope. Please
complete separate forms for each MBE, WBE and/or Disability Business Enterprise
subcontractor/supplier to be utilized on the solicitation.
 MBE, WBE, and/or DISABILITY BUSINESS ENTERPRISE PARTICIPATION PLAN
Bidder's Name:
Bidder's Address:
Point of Contact:
Telephone:
Email:
Solicitation No.:
Project Name:
This form is intended to capture commitments between the prime contractor/vendor and MBE/WBE and/or Disability Business
Enterprise subcontractors and suppliers, including a description of the work to be performed and the percentage of the work as
submitted to the prime contractor/vendor. Please note that all MBE/WBE subcontractors/suppliers must be certified by the
Office of Diversity, Equity and Opportunity MBE Compliance Office and all Disability Business Enterprises must be certified
by the Governor's Commission on Disabilities at time of bid, and that MBE/WBE and Disability Business Enterprise
subcontractors must self-perform 100% of the work or subcontract to another RI certified MBE in order to receive participation
credit. Vendors may count 60% of expenditures for materials and supplies obtained from an MBE certified as a regular
dealer/supplier, and 100% of such expenditures obtained from an MBE certified as a manufacturer. This form must be completed
in its entirety and submitted at time of bid. Please complete separate forms for each MBE/WBE or Disability Business
Enterprise subcontractor/supplier to be utilized on the solicitation.

Name of Subcontractor/Supplier:
Type of RI Certification: □ MBE □ WBE □ Disability Business Enterprise
Address:
Point of Contact:
Telephone:
Email:
Detailed Description of Work To Be
Performed by Subcontractor or
Materials to be Supplied by Supplier:

Total Contract Value ($): Subcontract ISBE Participation

Value ($): Rate (%):

Anticipated Date of Performance:

I certify under penalty of perjury that the forgoing statements are true and correct.
Prime Contractor/Vendor Signature Title Date

Subcontractor/Supplier Signature Title Date